Bylaws & Policies

TGW Bylaws & Policies

This page provides an overview of the governing documents and policies adopted by Trout Gulch Mutual Water Company (TGW). Select a policy below to view the complete document.

TGW Bylaws

GENERAL: The objects and purposes of the Company shall be to develop, distribute, supply, and deliver water for domestic, municipal, and irrigation uses or any one of such uses to its Members, who shall be customers and owners of the company, at cost, and to no one except its Members, or to the State or any agency or department thereof, or to any school district, or to any other mutual water company at cost. The Company shall be authorized to do whatever may be deemed necessary, conducive, incidental, or advisable to accomplish and promote said objects or purposes.

P001 – Areas of Responsibility

GENERAL: TGW is responsible for maintaining the wells, tanks, distribution lines, and to the meters.

TGW is not responsible for member service lines, pressure pumps, and resident water tanks.

P002 – Member Reinstatement Policy

GENERAL: In cases where membership has been terminated for reasons such as no payment received for six months, foreclosures, or when a new owner or pre-existing member requests reinstatement.

P003 – Radio Read Meter Opt-Out Policy

GENERAL: In cases where members are concerned about the health hazards of radio read meters, TGW is providing an Opt-Out Policy. TGW Members are required to make a written request to the Board of Directors requesting the removal of the radio read and installation of a manual read meter.

P004 – Notice & Repair of Member Water Line Leaks Policy

GENERAL: In cases where there is a member service line leak and TGW staff has discovered the leak.

P005 – Tenant/Renter of TGW Membership Households Policy

GENERAL: It is the responsibility of the Member, not the Tenant/Renter, to communicate with the Board of Directors regarding payment and water rate issues. Tenants/Renters will need to resolve any payment issues, questions, or concerns directly with their Landlord/Member regarding water rates and payment agreements.

P006 – Change of Membership Protocol

GENERAL: The purpose of this document is to establish protocol for account closure, water shutoff, and new owner/tenant account setup, including turning the water back on. This policy also includes change of tenant or third-party billing protocol.

P007 – Member Hardship Policy

GENERAL: The purpose of this document is to provide a policy for members who have encountered economic hardships and need a repayment plan option. This policy also provides the TGW Board of Directors the option to waive late fees and water shutoff during catastrophic, health, and/or economic emergencies.

P008 – Repetitive Delinquency Policy

GENERAL: TGW is a non-profit business that relies on members and member tenants to pay their water bills in a timely manner.

P009 – Emergency Water Supply & Rate Structure Policy

GENERAL: In cases where Trout Gulch Mutual Water Co. (TGW) is unable to supply sufficient amounts of water to its members due to maintenance, repairs, well failure, system failure, earthquake, or disaster, TGW has an intertie connection with Soquel Creek Water District (SCWD). Any purchase of water from SCWD will constitute an emergency, and all TGW members will be subject to emergency conservation rules and water rates.

P010 – Bid Process & Conflict of Interest Protocol

GENERAL: In cases where a TGW Board Director and/or Company Contractor wants to submit a bid outside of their contract, job description, or board duties on a particular project, the following protocol is to be followed to avoid conflict of interest.

P011 – Member/Renter Complaint Response Policy

GENERAL: Member and/or renter complaints will be recorded every month on the Board of Directors' Agenda under Member Issues.

P012 – Harassment Protocol Policy

GENERAL: In cases where a TGW staff contractor is at a member's property for TGW water-related business and a member and/or tenant becomes aggressive, harassing, or hostile, the TGW staff contractor is to follow the protocol below.

P013 – Drug-Free Workplace Policy

GENERAL: TGW is committed to protecting the safety, health, and well-being of all contractors and individuals in our workplace. We recognize that alcohol abuse and drug use pose a significant threat to our goals. We have established a drug-free workplace program that balances our respect for individuals with the need to maintain an alcohol- and drug-free environment.

P014 – Past Due Collection Policy & Protocol (Superseded by P026)

GENERAL: The purpose of this document is to identify the customer past due notification process and financial procedure, including shutting off or reconnecting customers.

P015 – Two Required Signatures for Checks Over $10,000 Policy

GENERAL: Any TGW check in the amount of $10,000.00 or more requires two (2) authorized Board Member signatures.

P016 – Cross-Connection Policy

GENERAL: The purpose of this policy is to protect the water supplied by Trout Gulch Mutual Water Company to its members from the possibility of contamination or pollution that could backflow or back-siphon into the TGW water distribution system.

P017 – Water Transfer Policy

GENERAL: The purpose of this policy is to establish a Water Transfer Policy to enable TGW to sell or trade water at current costs to agencies in accordance with Trout Gulch Mutual Water Co. Bylaws Section 1.03.

P018 – New Member Service Connection Policy

GENERAL: The purpose of this policy is to establish a New Member Service Connection Policy in accordance with Trout Gulch Mutual Water Co. Bylaws, Article II – Membership.

P019 – Bank Reconciliations, Check Signing, Deposits & Withdrawal Authority Policy

GENERAL: This policy ensures that the person authorized to perform bank reconciliations does not have authority or access to sign checks, handle deposits or withdrawals, or access check-signing authority.

P020 – TGW Agreements Policy

GENERAL: This policy establishes that all TGW agreements must be approved by the Board of Directors during a duly noticed Board meeting, particularly those involving monetary transactions.

P021 – TGW Meter Upgrade Policy

GENERAL: This policy establishes pricing when members request to upgrade their existing water meter to a larger size.

P022 – TGW Emergency Water Dispensing System Protocol & Policy

GENERAL: In the event of a major disaster resulting in a TGW distribution system outage, TGW has an emergency multi-faucet jug-filling water dispenser that can be connected to a water tank to provide emergency quantities of drinking water.

P023 – Capital Equipment Disposition Policy

P024 – Billing Past Due Policy & Procedure

P025 – Firearms in the Workplace Policy

P026 – Water Service Suspension – Reduced Fees

P027 – Reconnection Fee Policy

For copies of Bylaws and policies, contact Annette at TGW.GeneralManager@gmail.com

P024 - Past Due Accounts, Water Service Disconnection & Liens 

Past Due Accounts

To encourage timely payment and maintain the financial stability of the water system, Trout Gulch Water may issue a 7-Day Water Shut-Off Notice under any of the following conditions:

• An account is more than 120 days past due and the outstanding balance exceeds twice the amount of the previous two billing cycles or $1,000, whichever applies.

• An account is 180 days (6 months) or more past due with an outstanding balance exceeding $500.

A $100 administrative fee will be charged for each 7-Day Water Shut-Off Notice that is posted.

Water Service Reconnection Fees

Once all outstanding balances and applicable fees have been paid, water service may be restored under the following conditions:

During Normal Business Hours

Monday–Friday, 8:00 a.m. – 5:00 p.m.

• Reconnection requests will be completed within four (4) business hours, when possible.

• Reconnection Fee: $85.00

After Normal Business Hours

• Reconnection requests made outside normal business hours will be handled on a best-effort basis, subject to System Operator availability.

• After-Hours Reconnection Fee: $140.00

All reconnection fees will be applied to the customer's account.

20-Day Lien Notification

In addition to the 7-Day Water Shut-Off Notice, customers with accounts that are more than 120 days delinquent and who have not established an approved payment plan after receiving the second past-due notice may receive a 20-Day Lien Notification.

The lien notification will be delivered by one of the following methods:

• Posted at the service address in conjunction with the 7-Day Water Shut-Off Notice, or

• Sent via Certified U.S. Mail.

Failure to resolve the outstanding balance within the required timeframe may result in the recording of a lien against the property, as permitted by applicable law.

Cross-Connection Control & Backflow Prevention

The California Code of Regulations, Title 17 requires all public water suppliers to protect their drinking water systems from cross-connections and backflow that could contaminate the public water supply.

What Is a Cross-Connection?

A cross-connection is any physical connection between the public drinking water system and a source of non-potable (non-drinking) water or other substances that could contaminate the water supply.

Protecting against cross-connections helps ensure that clean, safe drinking water remains safe from the water treatment facility to your tap.

Can Water Flow Backwards?

Although it may seem that water always flows in one direction, it can sometimes reverse direction. This is called backflow.

Water naturally flows toward the area of lowest pressure. If water pressure in the public water system suddenly drops—such as during a water main break, equipment failure, or heavy fire-fighting demand—water can be siphoned backward through connected plumbing fixtures or hoses.

If contaminated water is drawn back into the public water system, it can pose a serious health risk to the entire community.

Common Backflow Hazards

Garden Hoses

A garden hose is one of the most common cross-connections around the home.

If a hose is left submerged in:

• A swimming pool

• Hot tub or spa

• Pond or fountain

• Bucket of cleaning chemicals

• Car radiator

• Fertilizer or pesticide sprayer

and a loss of water pressure occurs, contaminated water could be siphoned back into the public water system.

Irrigation & Chemical Equipment

Hoses connected to fertilizer injectors, pesticide sprayers, or other chemical application equipment can create a backflow hazard if proper backflow protection is not installed.

Air Conditioning & Mechanical Systems

If your plumbing system is connected to equipment containing chemicals, such as certain air conditioning or cooling systems, contaminants could be drawn back into the drinking water supply during a backflow event.

Private Wells

Homes with both a private well and a connection to the public water system must ensure the two systems are properly separated.

If the pressure from a private well exceeds the pressure in the public water system, untreated well water could flow backward into the public distribution system and contaminate the community's drinking water.

How You Can Help

You can help protect the community's drinking water by:

• Never submerging a garden hose in standing water or chemicals.

• Installing approved backflow prevention devices where required.

• Maintaining irrigation systems and backflow assemblies.

• Never connecting a private well directly to the public water system.

• Contacting Trout Gulch Water if you have questions about potential cross-connections or backflow prevention requirements.

Protecting our drinking water is a shared responsibility. By preventing cross-connections and maintaining proper backflow protection, we can help ensure a safe and reliable water supply for everyone in our community.

For copies of Bylaws and policies, contact Annette at tgw.generalmanager@gmail.com

P005 - TGW Household Policy for Members, Tenants & Renters

The following policy outlines the responsibilities of Members and Tenants/Renters regarding water service provided by Trout Gulch Mutual Water Company (TGW).

• Member Responsibility: The Member is responsible for communicating directly with the TGW Board of Directors regarding billing, payment arrangements, water rates, and account-related matters. Tenants and renters should work directly with the property owner (Member) to resolve any questions or concerns regarding water charges or payment agreements.

• Payment Responsibility: The Member is responsible for establishing and maintaining a payment method for water service. The Member is also responsible for notifying their tenant or renter of any changes to water rates or billing requirements to ensure timely payment to TGW.

• Tenant Payments: Tenants and renters may submit payment for water service on behalf of the Member. However, doing so does not transfer account ownership or financial responsibility from the Member.

• Service-Related Concerns: Tenants and renters are encouraged to contact TGW directly regarding water service issues, such as leaks, pressure concerns, outages, or other service-related matters, to help ensure reliable and continuous water service.